What Do You Ask Your Admins and Coordinators to Do?

Hi fellow club leaders! 👋

I run a small but highly active club—Grand Tourneys—with just under 150 members and 100% participation. We focus on Themed Tournament Series: small, knockout-style events with narrow rating bands and creative themes based on holidays, history, or fun twists.

I’m familiar with the default roles of admins and coordinators, but I’d love to hear how you actually put those roles to use in practice. I want to keep the group active and engaged—and I’m especially interested in how you guys delegate tasks. Any and all input is welcome.

I also face a unique challenge: as the TD of our Public Themed Series, only I can create, edit, and invite players to tournaments. Because the tournaments are Public and not tied to the club, a coordinator cannot edit or invite. That creates a heavy workload, so I am considering having members DM active and interested players within the 100 point rating range, and then make any members helping with this coordinators — I would. welcome your input. 

🧩 What specific tasks do you assign your admins and coordinators?
📌 Do you give them guidelines, or let them define their own approach?
🎯 What strategies help keep your leadership team motivated and aligned?
🚩 What’s worked well—or gone off the rails?

Looking forward to learning from your ideas and experience!
— Allen (SA, Grand Tourneys)

I'll message you privately- I made an announcement about it in a club and I can't advertise

I ask my admins to just make some forums

i ask my coord to make some events

Join some leagues when your club can. Some have time at site requirements.

I ask SA's to join leagues and control other memebers behavior, admins be active on notes, and coordinator to make matches.

PLEASE REVIEW AND ADD COMMENTS & CHANGES (what do you like and hate)

🌟 Want to Be a Club Coordinator or Admin? Here’s How!

Adapted from Mythical_Tiger updated for Grand Tourneys by AlAlper – June 2025

As our club continues to grow and thrive (with just under 150 members and 100% activity!), it's important to clarify how members can earn roles—and just as importantly, how to keep them.

Running Public themed tournaments is a big lift. I’m the only one who can currently create and edit events, so I need reliable people helping in specific ways. If you're active and want to support the club, this guide is for you!

✨ How to Get Promoted

Want to help out and grow into a leadership role? Here’s what I look for:

👥 Coordinator

• Club member for 30+ days

• Invite 5+ players to a themed tournament

• Post at least 1 time in our public forums

• Message me a couple ways you’d like to help and improve the club

🛡️ Admin

• Club member for 2 months

• Been a Coordinator, or show consistent helpful activity

• Send out at least 15 themed tournament invites

• Post at least 2 times in our public forums

• Message me several reasons you want the role—include examples of how you'll contribute

🌟 Super Admin

• Club member for 4 months

• Must have been an Admin for at least 30 days

• Invite a few active players

• Post at least 5 times in our public forums

• Share how you can support tournaments, forums, and long-term engagement

🎯 Duties If You Choose to Accept This

Coordinator

Great for helping with invites and outreach

• Help invite active players to themed tournaments (especially in your own rating range)

• DM me if you find someone who wants to join a specific tournament—I'll send you a targeted link

• Stay active—let me know if you’ll be away

Admin

For members helping with forum posts, organizing events, and club moderation

• Invite 3+ active members per week

• Help moderate chat, notes, and forums—flag anything suspicious

• Post or comment in 1–2 forums monthly

• Coordinate invites for themed tournaments (I'll give you templates and player lists)

• Help new members feel welcome!

Super Admin

Reserved for long-term, trusted members who lead alongside me

• All Admin duties, plus:

• Support tournament planning, help track participation

• Post announcements or event recaps when needed

• Stay involved across different rating ranges

• Help mentor admins and coordinators

🔄 If you’re inactive or miss your role’s duties, you might be rotated out—but you’re always welcome to earn it back!

🧩 Other Notes

• Have ideas or feedback? Post in the comments or DM me directly.

• Rules may evolve as the club grows. I’ll let everyone know when they do!

Let’s keep Grand Tourneys competitive, creative, and running strong together.
– AlAlper (Super Admin & TD)

Would you like this version formatted for Chess.com forum post styling (with [b], [center], etc.) or saved as a shareable doc?

I just ask the admin team what they want to do. What about vote chess , live chess, daily chess, tournaments, member issues - inviting and removing inactive and tracking timeouts in matches, represent the club in leagues etc.

Admins are happiest doing tasks they enjoy.

I think to do everything is unrealistic.

I have the same approach in having more specific areas for each members of the club's staff: some are setting up daily matches, some are focusing on getting the vote chess segment running, some are handling candidates evaluation and accept/decline join requests, some invite, some focus on team communication and motivation, some follow leagues, etc.

Hmm before I closed my team, I watched very precisely some members to see if they have the ability of a good leader

Which team was that if I may ask?

Here is the latest rev. Better?

🌟 Want to Become More Involved? Here’s How!

by AlAlper

As our club continues to grow and thrive (with just under 150 members and 100% activity!), it's important to clarify how members can become more involved—and more importantly, how we can build this club together.

Running Public themed tournaments is a big lift. I’m the only one who can currently create and edit events, so I need reliable folks helping in creative, flexible ways. If you're active and want to support the club, read on...

🤝 What Needs Doing – and Who Wants to Do It?

In true Grand Tourneys fashion, we don’t believe in forcing “duties.” Instead, think of this like a medieval guild: everyone contributes their skills where they shine.

Here are some things that help the club thrive. If any of these call to you, message me and let’s chat!

🧭 Tournament Scouts – People who can invite others to themed tournaments (especially in specific rating ranges) using individualized messages and targeted active players that I’ll provide.
Also helpful: following tournament comments and replying to posts, and escalating any editing, starting, player, or invitation issues directly to me.

📣 Town Cryers – Members who like to post fun, helpful, or engaging things in our Club or GT Public forums—such as:

Club:

• Leaving positive or funny club notes

• Writing or responding to announcements

• Creating or commenting in club forum threads

Public: (Most Important)

• Best upset game recaps in a new public forum thread

• Copying club series announcements into public forum comments

• Congratulating winners in existing forum comment threads

• Posting congratulations for players moving to the next round in a new public thread

👑 Club Hosts – People who welcome new members, answer questions, and help others find tournaments they’d enjoy.

🧾 Membership Coordinators – Help track who's active, who’s new, and who might enjoy getting involved. I’ll provide tools and data—just need someone to help me make sure no one slips through the cracks.

📜 Idea Crafters – Got concepts for themed tournaments, forum events, or posts? Let’s build something fun together.

⚖️ Order of Integrity – Members who help review fair play concerns raised in tournaments. This team provides insight, gathers info, and flags suspicious behavior so we keep our games clean and enjoyable.

🛡️ Club Moderators – People who enjoy helping the club stay respectful and positive.

You don’t need to do all of these—just one is enough to make a big difference. If you're doing something regularly and helping the club grow, we’ll likely promote you when the time feels right.

🧩 Other Notes

• If you’re interested in helping but not sure how, just message me and we’ll figure something out together.

• Have feedback? Ideas? Weird tournament themes? Send them over.

• Club rules and structure may evolve—I'll keep everyone informed.

Let’s keep Grand Tourneys competitive, creative, and a place people love being part of.
– AlAlper (Super Admin & TD)

I task my admins with making the coffee and washing my underwear.

Making coffee is a good idea. And doing the housework.

So does that mean it is worse or better?😕🤪👉🧠❓💥

It is such an individual thing to each club. If you are happy for your club it is ok.

lpde le plaisir des echecs why ?

Well I am a weird club. All organic growth, I have sent 2 invites.